There are two types of room booking that can be made:
- External (with persons not from LSBU)
- Internal (with only students/ staff from LSBU)
The room booking forms are shown in the following pages with extra information added to explain the different parts of the form.
Please ensure the forms are completed and returned to us 10 working days before the event. Any later than this means that the room booking may not be made in time. This also allows you time to advertise the event on posters around the University, on social media, and send the information to your members.
You can find the forms in the ‘Societies Forms and Guides’ Drive which will have been shared with your society email address. If you cannot find them, please contact a member of the Student Opportunities Team.
Please fill in all forms electronically any handwritten forms will be returned.
Where to send your forms
Send forms to the relevant team member you have been liaising with:
Form one
This form covers the basics such as the event title and the name of the organiser.
Event Title
Start with name of your society/ sports club and then the event.
E.g. ACS Society - Meet and Greet
Description
Please be as descriptive as possible. This ensures that you get a room that will adequately fit your needs.
Advertising
You must specify where the event has been advertised. If it has been advertised on social media, it will be classed as advertised externally.
External speakers
External visitors need to have their name(s) on this form. You can find the external speakers form online.
External speakers form
If you are unsure of who is coming to the event, please say so. Security need to be aware of who is entering the building.
All visitors must have valid photo ID on them; if they do not have valid ID they will not be let into our buildings.
Form two
This form covers the type of venue you might need for your event.
Number of attendees
This can include a mixture of students and non-students for one-off events. Regular events should have a ratio of 2:1 for society members and non- members or external visitors.
Up to 100 guests
Please ensure the more specific details for the event are included, such as the type of event it is and who will be attending.
More than 100 guests
Security are not equipped to deal with this type of large event as part of their normal remit. Extra security will be needed, which incurs a cost. Additional security costs can cost £100+ even for 30mins as a security team must be paid a minimum of four hours for their shift.
Start and finish time
Please allow for set up and clean up time. If you need to move furniture around or decorate the room, please allow time for this prior to the advertised start time. The room will need to put back how you found it and cleaned of decorations at the end so also allow time for this.
Preferred location
The Students’ Union can book rooms for you in the following areas:
- K3
- Keyworth Building
- K2 Building
- Tower Block
- Student Life Centre, incl. Venue Bar, Grads Cafe, Jumbo Screens, and the Bridge.
Will there be catering?
Yes if you want University Catering. Catering can be provided by Elior. The price depends on what you would like to provide for your guests. Prices normally range from around £5-£10 per person for food, and drinks at a set price for the group size.
No if you do not intend to have any food or drinks at the event or if you intend to bring your own food/refreshments. If you bring your own food/ refreshments, you'll need to bear the following in mind:
- Food that is shop bought should remain in sealed containers or packaging until the event.
- Please notify the Student Opportunities Manager if you intend to bring homemade food or food from outside.
- There are health and safety issues to be covered including allergy awareness and dietary requirements.
Return the completed forms to the member of the Opportunities Team that you have been liaising with.
What happens after you've submitted my form?
The Opportunities team will check your form and ensure that you have completed all the necessary information required, and that the form has been submitted within the required timescale.
Assuming all the required information has been provided, the Opportunities team will send your request to the University Estates Team for your booking.
If you have not completed the form satisfactorily, the team will contact you to ask for further information. This may cut into the time for successfully marketing the event and may result in refusal to book the room for you if the information is not received within a suitable time.
When the room booking request has been sent to the room holder, the Opportunities team will add your booking to the LSBSU Societies or LSBSU Sports Clubs Google Calendar, and invite you to the event using your group’s Gmail address.
Once the room has been confirmed as booked, the event will be updated on the relevant calendar and you will be notified of the change to the calendar booking by email.
You can request for your event to be added to your society or sports club’s webpage as an event, which will then be displayed on our website.
You can request to have posters printed. The Opportunities team will print a maximum of 20 A3 posters per event. The poster must include the name of your group, event details, date, time and venue for the event. The LSBSU poster banner must be on all posters.
Posters
Send any poster requests to the relevant member of staff that you have been liaising with.